Events are planned activities that occupy a certain, often expansive space and are attended by a large group of people. It can be for a simple street market or a nationwide marathon. It can be attended by a hundred or thousands of participants. It can’t be helped; people thrive in gathering together to share an experience, come together for a purpose, and become grouped with similar people. Traffic control companies exist to keep these gatherings organized and successful.

Special events require great responsibility to be considered a success, and a part of how it becomes a success is conducting its activities smoothly and hassle-free. Big events are more likely to cause inference in the community or passers-by. This is the time when traffic management companies can come to your rescue. An effective traffic control plan is the key to avoiding congestion and disturbance in the community where an event takes place. 

The purpose of an event traffic control and management plan is to:

  1. achieve smooth traffic flow
  2. reduce traffic accidents, and
  3. create pedestrian-friendly facilities

 

Minimising Impact

When formulating a Traffic Management Plan for your event, the first thing to consider is the kind of impact it brings and which individuals and establishments will be affected. Knowing the impacts of your event will help you understand how to create countermeasures to minimise impact, and formulate the most appropriate traffic management plan. Traffic control companies have the experience and connections to help you identify ways of minimising impact.

Your traffic management plan must clearly state how you will manage traffic and every type of impact that may come from it. First, consider who will get affected by your event activities. You may know this by communicating with the right people and authorities, asking for advice from relevant agencies, and observing the affected community beforehand. 

Here are examples of affected activities and individuals:

 

BUSINESSES

Businesses operate regularly, often daily. They have a planned operating system that keeps the business up and running. The aim of your traffic management plan is to avoid intervening with daily operations as much as possible. Your event may impact a business delivery schedule, impact a parking/loading area, or impact clients accessing the establishment.

 

RESIDENTS

Your event may bring inconvenience to residents in the community. It could hinder them from accessing their homes, shops, workplaces, and other essential stops for their daily activities.

 

PUBLIC SERVICES

Public transport, delivery services, and other public utility services are necessary. Your event may disrupt and cause disturbance without an effective traffic control and management plan.

 

OTHER EVENTS

You should also be aware of other activities held on the same schedule as your event. Communication with the other organizers will keep both events running smoothly. You can work together to find ways of minimising impact in the area.

 

Effective Traffic Management Plan: Best Practices

 

WELL-DEFINED ACCESS DRIVEWAY

Your attendees need the most convenient access to the venue. Bigger events are attended by people in vehicles, and therefore require vehicular access. They must be able to move freely in and out of the event and the parking area. Fencing, along with some stationed tour guides and parking attendants, are some ways to define your access driveway and can be provided by the traffic management company you work with.

 

CLEAR PARKING SPOT INDICATIONS

Non-concrete parking lots without permanent markings are common spots for parking during events. They’re easy to put up, but often lead to inefficient use of parking space. When using a gravel or grass lot as a parking spot, utilize all sorts of parking indicators such as flags, cones, and other visible items or avail of parking management services. Even parking and proper alignment is the result of clear parking spot indications. 

 

STREET LIGHTING

A well-lit venue does not only add to the ambiance but also improves safety for every attendee and staff. Identify in your plan the key locations for lighting besides the actual venue. Other key locations include, the parking areas, pathways, and front doors.

 

ROADWAY SIGNS

Roadway signs must start popping kilometers away from the venue. These warning signs will alert highway users of the possible congestion ahead and give them time to turn back or use a different route. If the event lasts for several days, make sure to cover up or take down the sign during off days. And of course, place clear roadway signs at the entrance and the venue itself. Work with a reliable traffic control company to get high-quality roadway signs.

 

PUBLIC INFORMATION

If your event has an official website or accessible online platforms, make sure to give as much useful information as you can. You can put up parking information, a map of the venue, and which roads may not be accessible during the event. Traffic flow can move better when civilians and event attendees know what to expect and what to do.

 

Traffic Management Roles

Planning an event means bringing together plenty of public personnel, volunteers, and authorities to work as a team of traffic managers. It is important to know what each role is and not interchange them from each other. There are some things that only the Police have the authority to do and some tasks that can be easily managed by volunteers. Traffic management roles may also vary depending on the size of the event. Minor events can be handled by marshals and volunteers, while major events require cooperation with the Police and traffic controllers. 

 

POLICE OFFICERS

Police officers have the highest authority during an event; they even have the power to stop or postpone your event when they observe it to be dangerous or causing too much impact. They can close roads, stop traffic, lead parades, and enforce rules on the road. Police officers do have limitations and can only offer pre-arranged assistance.

 

TRAFFIC CONTROLLERS

Traffic controllers can apply the traffic management plan you have formulated beforehand. They have a complex set of duties and responsibilities which include directing vehicular and pedestrian flow, setting up road signs and barriers, and even cleaning and maintaining the signs and road equipment. Traffic controllers can do a lot of things, but they must be in accordance with an arranged traffic management plan provided by a traffic control company.

 

LAW OFFICERS

Law officers will maintain order and make sure that your event and the attendees abide with the law. They can advise and fine violators.

 

MARSHALS/VOLUNTEERS

Marshals keep the public informed and assist in every area. They can provide assistance at pedestrian crossings, parking, and stops, and communicate with the personnels and coordinators. They do not have authority to control traffic or move traffic equipment, but they can work together with traffic authorities for assistance. All traffic personnel, including marshals and volunteers, must be provided with a copy of your traffic management plan. They must also undergo a pre-event briefing about their tasks and be informed about the kind of event they are assisting with.

 

Traffic Communication Plan

Underneath your traffic management plan is a communication plan that keeps together the event, its attendees, and all involved personnel. Everything, from changed traffic conditions to access arrangements, must be communicated with ease. 

First, think of the purpose of your communication plan. What are your goals and objectives? In this case, it is to make your event activities go smoothly and ensure the welfare of the public. Then, reflect on how you will implement the plan, your approach.

All the traffic management personnel mentioned above also have their roles in communication. Accurate information should be passed on from the authorities, to the staff, and to the public.

What tools and methods will be used for communicating during your event? You can arrange beforehand which tools are deemed most efficient by your personnel for communicating with each other. As for the residents and attendees, the most accessible way to receive information is through the internet, so consider this method in your communication plan. 

Still not sure where to start? Traffic management companies are available and have the ability to assist or even supply you with a customized event traffic management plan. They have connections with the authorities, can provide various permits, and can supply traffic management equipment such as trucks, barricades, and signages. 

If you have an upcoming event and in need of a traffic control plan in Sydney, partner with Work Safe and experience their holistic, client-focused approach in providing traffic management services. Enquire now!